Executive Assistant

Executive Assistant / Office Manager

$65,000–$70,000 per year

The Role

The Owner’s right hand — and the person who keeps the whole office running.

As Executive Assistant / Office Manager, you’ll provide direct administrative support to the Owner and senior executives, while owning the day-to-day operations of the office. You’ll manage sensitive information with discretion, represent the Owner professionally with clients, vendors, and staff, and make sure nothing falls through the cracks — from the morning calendar to the last locked door.

This is a role for someone who takes pride in being the person everyone relies on: organized, calm under pressure, and always one step ahead.

What You’ll Do

Executive Support

• Manage the Owner’s calendar — scheduling appointments accurately, sending invites and Teams meetings, and providing a daily schedule with ample notice of every meeting.
• Meet with the Owner daily to review outstanding items, and notify the Owner when leaving the office.
• Coordinate travel and accommodations, and prepare related agendas.
• Coordinate Lunch & Learns and monitor the Owner’s required CEUs.
• Type meeting minutes and correspondence in standard company format, perform mail merges, and keep Outlook contacts current.

Office Operations

• Coordinate and monitor daily office operations, resolve problems in collaboration with the right contacts, and escalate resolutions to senior management.
• Work with management to resolve operational issues related to customer service, accounting procedures, and computer systems.
• Coordinate and oversee special projects as needed.
• Each morning, check in with every department and walk the office to confirm everything is working and no one needs anything; check all rooms daily and report issues to the proper vendor.
• Open/unlock and close/lock the office securely at the beginning and end of each business day.
• Maintain the current employee and department directory.

Front Desk & First Impressions

• Welcome visitors in person and by phone, answer questions, and direct callers to the right person — transferring to voicemail when unavailable, taking complete messages, and using the internal Teams system to its fullest.
• Maintain a safe, clean, professional reception area, and report any deficiencies or equipment malfunctions.
• Receive, sort, date-stamp, and distribute incoming mail; coordinate FedEx, UPS, and other express pick-ups and deliveries.
• Assist with photocopying, faxing, filing, and collating; keep all correspondence filed — including archived on the company network — in its proper location at all times.

Equipment, Supplies & Systems

• Ensure equipment runs properly: complete preventive maintenance, call for repairs, maintain equipment inventories, perform minor service duties, arrange routine maintenance, and evaluate new equipment and techniques.
• Operate standard office equipment, including the multi-line telephone system, fax, photocopier, postage meter, calculator, and computer/printer.
• Maintain supplies inventory — checking stock, anticipating needs, and, once approved, placing and expediting orders and verifying receipt.
• Maintain the telecommunications system, including correct time and current voicemail boxes.
• Troubleshoot computer problems with vendors, work with the IT company to ensure daily computer back-up is performed, and protect operations by keeping information and plans confidential.

What You Bring

• Excellent telephone, verbal, and written communication skills — with strong listening, diplomacy, and customer relations.
• Highly organized, with strong time management and multitasking skills.
• Professional, team-oriented, and customer-focused, handling pressure in a composed, professional manner.
• Strong Microsoft Office and computer literacy, including supply management and math aptitude.
• Prior experience in office management required.

Education & Experience

• High school diploma or equivalent.
• Prior experience in office management required.

Hours & Work Environment

• Arrive at the office before the 9:00 a.m. start time.
• Moderate noise level in a professional office environment.
• Regularly required to sit, stand, walk, use hands, and talk or hear; occasionally required to lift up to 25 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.